MICROFILMING OF RECORDS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP75-00163R000100060057-0
• Release Decision: RIFPUB
• Original Classification: K
• Document Page Count: 23
• Document Creation Date: December 12, 2016
• Document Release Date: March 27, 2002
• Sequence Number: 57
• Publication Date: July 19, 1968
• Content Type: REGULATION

Approved For Release 2002/05/08: CIA-RDP75-00163R00010~~6(~~ZgQ
ARMY REGULATION
HEADQUARTERS
DEPARTMENT OF THE ARMY
VPABHINGTON, D.C., 19 July 1968
MICROFILMING OF RECORDS
Paragraph Page
CHAPTER 1. (ir.NiN LI.~A.L
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Purpose-----------------------------------------------------
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_
_
Technical procedures--------------------------------------------------
1-3
1-1
Definitions----------------- -------------------------------------------------
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Legalstatus of microfilmed recorda--------------------------------------------'----'
----------------
1-4
1-5
I-
1-2
Policy on microfilming------------------------------------------'--
-- " -------
_
_
Nlicrophotographicatandards--------------------------------------------
------------------------------------
1-7
1-3
Disposal of recorda---------------------------
2. BASIC USES OF MICROFILM
General--------------------------------------------------------------------------
to save labor and time in performing repetitive operations-----------------
filmin
Mi
2-1
2-I
g
cro
Microfilming to insure safety of essential recorda--------------------------------------
2 3
2
4
2-1
2-2
Microfilming to duplicate records in microfilm or paper print form______________________
-
~5
2-2
Microfilming to save space and equipment in storingrecorda----------------------------
~6
~2
Microfilming to preserve deteriorating recorda----------------------------------------
3. DISADVANTAGES OF MICROFILM
3--1
3-1
Gencral-------------------------------------------------------------------------
__
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3-2
3-1
Perfecting arrangement of files----------------------------------
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_
Photographic difliculties-----------------------------------------'------------
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-
3 4
3-1
-
Interfiling difFiculties---------------------------------------------------
3-5
3-2
Reference difFiculties------------ -------------------------------------------------
Balancing advantages and disadvantages--------------------------------------------
3-6
3-2
4. RESPONSIBILITIES
General-------------------------------------------------------------------------
4-1
2
4
~1
4-1
The Adjutant General-------------------------------------------------------------
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`~~
`~1
Officials responsible for microfilming------------------------------------------------'
`~
4
'~1
Collective responaibilities---------------------------------------------------'--'---
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~5
~2
"' Microfilming service on a reimbursable basis-----------------------------------------
`
5. ADMINISTRATIVE PROCEDURES
Planning and establishing a project__________ -----------------------------------
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5-"1
2
5
5-1
5- I
Sample and descriptive information required for disposal of paper recorda_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
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uiromentsfor equipment-----------------------------------------------------'-
Re
q
Operating procedures--------------------------------------------------------------
5 4
5
5
5-3
5-3
Precautionary measures to be taken with film----------------------------------------
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Administration of approved class "A" projects---------------------------------------
~~
Disposal of paper records----------------------------------------------------------
5-3
4
5
Disposalof microfilm produced on class "A" projects----------------------------------
5-8
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6. COSTS
General-------------------------------------------------------------------------
----"--
6-1
6-1
Cost of storing records-----------------------------------------------------
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fi-3
fr-I
Cost of space------------------------------------------------------------
6-4
fi-1
Coat of equipmont----------------------------------------------------------------
Directznicrofilming costs----------------------------------------------------'-'_--
6-5
fi-1
2
6
Storing and microfilming costs compared---------------------------------------------
fi-8
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2
6
Cost of microfilming with flat-bed caineras-------------------------------------------
6-7
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2
(
Additional tables-----------------------------------------------------------------
8"$ -'
i-
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 19 July 1968
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CHAPTER 1
GENEI~,AL
1-1. Purpose. This regulation outlines the policy
and the responsibilities to accomplish micropho-
tographic operations and prescribes the adminis-
trative procedures; to be followed to initiate and
conduct microfilming projects in the Department
of the Army.
1-2. Technical procedures. Technical Manual
12-257 contains the basic technical procedure to ac-
complish amicrofilming project which will result
in a file of film rolls containing records organized
and indexed in a manner similar to that used for
paper records housed in a file cabinet. TM 1-257
does not contain procedures for projects of a more
complicated nature such as those involving the use
of aperture cards, input to ar output from auto-
matic data processing equipment, microfiche, rapid
or automatic retrieval of filmed information, data
transmission and other sophisticated systems. TM
12-257 may be obtained"through normal publica-
cations distribution channels and will be requisi-
tioned only for planning a microfilming project or
'rr''for use on an approved microfilming project.
1-3. Definitions. The following definitions apply
when used in these regulations or in any agency or
command instructions which supplement these
regulations.
a. Microfilming. The technique of producing
miniature images on photographic film.
b. Class "A" microfilming. All microfilming ac-
tivitie~s involving the disposal, preservation or
security of records identified as permanent in the
files disposition standards contained in regulations
governing the disposition of records, and meeting
the requirements contained in paragraph 1-5 be-
low. This class also includes microfilming opera-
tions performed for procedural purposes as
i described in paragraph 1-5d. It does not include
microfilming performed as part of an Automatic
Data Processing System wherein microfilming is
an integral part of the overall system. All Class
"A" microfilming must ba approved by The
Adjutant General.
c. Class "B" microfilming. All other microfilm-
ing activities not covered by b above, including,
but not limited to, microfilming for the purpose of
duplicating records in film or paper form; produc-
ing multiple reference copies; collecting intelli-
gence and other information; distributing and
exchanging scientific or technical data; and copy-
ing or abstracting. research material in the field
of the arts and sciences.
d. 1lficro fclming equipment. All cameras,
readers, and other related equipment required for
microfilming operations including equipment
needed for the making of reproductions from
microfilm but excluding punch card machines
(PCM) equipment.
e. Micro fC7~ming supplies. All supplies required
by the Department of the Army for microfilming
operations including film and paper used for mak-
ing reproductions from microfilm.
f. I~esponsibZe headquarters. The use of this
term refers to the officials listed in paragraphs
~-~ and ~-3 who are responsible far the super-
vision of records management activities within
their respective areas.
1-4. Legal status of microfilmed records. a.
General. The introduction of a record as evidence
in a court action requires that the original record
be produced or that a sound reason be established
for the substitution of any type of copy. When a
record has been microfilmed and the original has
been destroyed, that fact constitutes a sufficient
reason for the inability to produce the original
paper record, If a record has been microfilmed
during its passage through an office, the microfilm
becomes the current official record of the transac-
tion. Since no paper record has been destroyed,
the admissibility of reproductions from micro-
film of this type will be determined by the court
on the basis of "best evidence." All reproductions
from microfilm must, however, be authenticated to
the satisfaction of the trial court.
b. Pecords destroyed under stat~ctes. The dis-
posal of records of the United States Government
is governed by Federal statutes. Substantially,
these statutes provide that duly authenticated
microfilm reproductions will be treated as the
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original paper records for the purpose of their
admissibility in evidence. The act of 7 July 1943
(57 Scat. 380, as amended; 44 U.S.C. 366-376,
378-380), and title 28, United States Code, sec-
tion 1732, concern the disposition of records and
admissibility of microfilmed records. Although
some State courts may refuse to recognize the pro-
visions of the Federal statutes, they may admit
such reproductions after it has been established
properly that the microfilming of the original rec-
ords and their subsequent destruction was made
pursuant to the above-mentioned statutes.
c. ~Ilierofilmzs not covered by stat~ectes. When
the microfilming was performed to avoid the crea-
tion of a paper record, or a duplicate thereof, it
may be necessary to submit a reproduction from
microfilm as the only available evidence. If it is
necessary to explain the failure to produce the
paper records, the fact that microfilming was ap-
proved by higher authority and assigned a control
number is sufficient evidence that microfilming
was a routine procedure of the office.
d. Precautions. Much litigation, time, and legal
costs will be saved if, at the time of microfilming,
records are maintained which will-
(1) Establish the existence, at one time, of
the paper record and its competency as evidence.
(2) Show that the reason for its destruction
or nonproduction in court is free from suspicion
or fraud.
(3) Establish the accuracy of the micro-
phatographic technique.
1-5. Policy on microfilming. All class "A" micro-
filming must be approved in advance by The
Adjutant General. Procedures for the submission
of proposed microfilming projects are contained
in chapter 5. In general, proposed microfilming
projects will be approved only when they meet the
following requirements
a. Disposal microfilming. This type of class "A"
microfilming will be authorized only when the cost
of retaining a group of records for their estab-
lished retention period would exceed the initial
cost of microfilming and the cost of equipment
required to utilize the records in microfilm form.
Generally, it is uneconomical to film records which
may be destroyed or retired to a records center in
15 years or less.
b. Preservation microfilming. This type of class
"A" microfilming will be authorized only for
records of established permanent value when they
are found to be deteriorating, fading, or becoming
brittle to the extent Gf endangering their record
value. In general, this type of microfilming will be
limited to records in records centers.
c. Security microfilming.-This type of class "A"
microfilming will be undertaken only for records
which are determined to be essential to tlae conti-
nuity of operations and the prosecution o f a mayor
war effort (both requirements must be met) pro-
vided copies of such retards are not already avail-
able. Essentiality of records proposed for security
microfilming must be certified personally by the
head of the agency proposing a project of this
nature.
d. Procedural microfilming. This type of class
"A" microfilming is performed for the primary
purpose of saving labor and time in large-scale
repetitive operations. Procedural microfilming will
be undertaken only when it will effect a reduction
in the cost or, when time is the essential factor, a
reduction in time in the performance of repetitive
operations. Under same circumstances the use of
procedural microfilming may save time and ex-
pense in the following respects :expedite the work-
flow; reduce handling; curtail movement of
personnel or materials; reduce requirements for'
supplies, equipment, space; shorten searching
time; eliminate standby or make-ready time; or
reduce mailing and transportation costs.
1-6. Microphotographic standards. Microfilm-
ing standards for the Federal Government are es-
tablished in Federal Property Management
Regulations entitled "Records Management" is-
sued by the General Services. Administration. The
standards prescribed in this regulation and
TM 12-257 are designed to meet those require-
ments. The fallowing standards govern the micro-
fi]ming of permanent records
a. The integrity of the paper records will be
preserved on the microfilm. The microcopies will
be so arranged, identified, and indexed that an
individual document or component of a records
series can be located with reasonable facility, and
will contain all significant record detail needed for
probable future reference.
b. The film stock used in making microphoto-
graphic copies will comply with Federal Stand-
ard No, 125a (24 April 1958) and the latest issue
of United States of America Standard Specifica-
TAGO 87A
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tions for Archival Film. Accordingly the film will
err' be so processed that after processing it will con-
tain not more than 0.005 milligram of hypo per
square inch.
c. The provisions for preserving, viewing, and
maintaining micro-copies of the paper records will
meet the requirements of TM 12-257.
d. whenever an agency deems that the master
microphotographic copy of permanent records is
deteriorating or will deteriorate as a result of use
or other causes, the agency will make a duplicate
copy for its own use and will request disposition
instructions for the master microphotographic
copy from The Adjutant General, ATTN:
AGAR-P.
1-7. Disposal of records. a. The disposal of
permanently valuable records will not be ap-
proved until disposal authority is received from
the Congress of the United Mates. Accordingly,
agencies proposing to microfilm permanently
valuable records for disposal purposes will request
authority to destroy the records before the micro-
filming project is actually undertaken. Approval
of a microfilming project does not constitute au-
thority to dispose of the paper records. Records
which have been microfilmed will be destroyed
only upon specific authorization of The Adjutant
General.
b. The disposition of records in microfilmed
form is governed by the regulations pertaining to
the disposition of paper records.
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19 July 1968
CHAPTER 2
BASIC USES OF MICROFILM
2-1. General. The basic applications of micro- purchase orders, bills of lading, transportation re-
phatography are listed in a through e below. A quests, manifests, and other documents arranged
discussion of each of these applications is con- serially or chronologically should be considered as
tained in this section. potentially beneficial areas for microphotagraphy.
a. To save labor and time in performing repot- c. Preparing lists and inventories. Where stock
itive operations. inventories have to be prepared at many locations
b. To insure the safety of essential records. and bo forwarded to a central point, it may bo
c. To duplicate records in microfilm or paper found desirable to microfilm the stock control
s r
df d ti
print form.
d. To save
records.
space and equipment in storing
e. To preserve deteriorating records.
2-2. Microfilming to save labor and time in per-
forming repetitive operations. One of the bene-
ficial uses of microfilm is to save labor and time in
performing repetitive operations. In most applica-
tions of this type, performing a task by means of
micraphotography will also effect a monetary sav-
ings over other methods. There are many possible
beneficial uses of procedural microfilming. A few
i..~' of these uses are presented below for illustrative
purposes.
a. Substitute for "logging." When an operation
requires a large amount of conventianal "fogging"
in a chronological, serial, or receipt sequence, and
when it is desired to eliminate costly manual tran-
scription of information from one record to an-
other, the use of microphotography as a high speed
and accurate substitute for tedious and time-
consuming recording should be considered. In such
an operation not only may the recording time and
personnel requirements be greatly reduced, but
microfilm copies can provide complete and ac-
curate information rather than the abstracts or
briefs commonly provided by conventional
systems.
b. Substitute for filing. Microfilming may be
used as a substitute for filing to save time, equip-
ment, and space when the arrangement of the
documents is such that filming is practicable and
the volume of the material is sufficiently largo to
result in economical filming operations. Filing
operations requiring the retention of record or
reference copies of messages, requisitions, receipts,
p
cards at the point of origin an orwar a
or reel of microfilm to the central office rather than
prepare a list of items and quantities involved.
Such a system will also be found to afford a high
degree of accuracy and obviate the necessity for
time-consuming, detailed checking.
d. Expediting flow o f dot-uments. Operations
which require the rapid flow of documents from
one point to another, in order to expedite action
can, in many instances, be benefited by microfilm-
ing the documents and forwarding them to their
destination with almost no delay. The retained
film copy can then be utilized for future reference.
e. Other uses. Microfilming may also be utilized
to furnish detailed "field" reports to "head-
quarters" offices; to permit the audit of accounts
at a central point thereby eliminating the time and
expense involved in the travel of auditors; to
record checks prior to depositing in a bank; to re-
duce the weight and bulk of mail; and for indus-
trial uses, such as recording meter and gage
readings; and in many other ways.
2-3. Microfilming to insure safety of essential
records. I'~ecords which have been determined tc>
be essential may be microfilmed as insurance
against loss through the hazards of war. The paper
retards then may be retained at the point of origin
and the microfilm stored at a more secure location.
Because microfilm can reduce the bulk of a given
quantity of records by as much as 98 percent, this
process is particularly beneficial when storage
space is critical at the alternate storage location.
One cubic foot of storage space will house 108 reels
of 1G-millimeter film or 72 reels of 35-millimeter
film. This condensed volume of files can easily be
accommodated in a vault area or in a safe file.
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2-4. Microfilming to duplicate records in micro-
film or paper print form, The advantages of
using microfilm to duplicate records are the speed
with which they may be copied, the comparatively
low cost of the film, and the compactness of the
microfilm file. Generally, all microfilming results
in the duplication of paper records. in film or re-
produced paper form. This use of microfilm, how-
ever, is distinguished from space and equipment
savings projects by the fact that no destruction of
the paper records is contemplated at the time the
records are photographed.
a. Duplication o f records on film. Portable
microfilm equipment is frequently used for the
rapid collection of intelligence and other data.
Conversely, microfilm is also employed to dis-
tribute technical data, such as articles in medical
journals and bulky engineering drawings. Careful
planning of this type of work is as essential as
when records are being microfilmed for other pur-
poses. The ease with which microfilm copies can
be made frequently leads to overproduction of non-
essential material with the result that genuinely
useful data are difficult to find. Indexing should
be simple, but adequate. The reduction ratios and
placement of images must be such that the film
may be read on the simplest types of viewing de-
vices which are frequently the only types avail-
able for field use.
b. Multiple reference copies. Where a consider-
able volume of paper records must be used in more
than one location, microfilm may be an economical
solution. This differs from the type of duplication
mentioned in a above only in the number of micro-
film copies made. This use of microfilm. may con-
sist of negative film in roll form or "unitized"
negative film in strips of several images or a single
frame mounted in an aperture card. Additional
copies of the original film negative can be made by
several different processes for distribution to other
locations or users.
c. Duplication of records on paper. Where du-
plicate copies of records are required in paper
form, microfilming can be used as an intermediate
step in the duplicating process.
(1) Continuous enlargements. Enlarged
paper prints can be produced at relatively low cost
and high speed in several types of continuous
printers. The advantages of this method are the
19 July 1968
speed of reproduction, the relatively low cost, and
the ease of collating the finished prints. Its most
economical use is in cases where the quantity to be
reproduced exceeds 5,000 sheets of paper.
(2) r3'tandard photograp7~ic enlargements.
Where only a limited number of paper prints are
required, paper reproductions can be made from
the film by the use of certain 16-mm and 35-min
microfilm reader-printers, a microfilm enlarger,
and several other methflds.
(3) Substitute for otherdupZicatinq methods.
DZicrofilm may be used as a substitute for other
"quick copy" methods of reproducing records.
When largo quantities are involved, a paper copy
produced from microfilm has a lower average cost
than many other methods. Where microfilm cam-
eras and reproduction equipment capable of large
volume are available, this method of producing
copies of records should be investigated with a
view to reducing unit cost.
2-5. Microfilming to save space and equipment
in storing records. The desirability of microfilm-
ing to save the cost of space and filing equipment
must be judged on the basis of savings in space
and equipment costs after the cost of microfilming
has been deducted. Detailed discussion of these "'
costs will be found in chapter 6. Prompt disposal
of valueless records and prompt retirement of
other records incompliance with disposition stand-
ards contained in regulations governing the dispo-
sition of records are the two major means for re-
ducing recordkeeping costs to a minimum. Ap-
proximately 200 file drawers of letter size material
can be stored 'on microfilm in one 9-drawer film
file cabinet. Floor space requirements can be re-
duced from 300 square feet for paper records to
6 square feet for microfilmed records-a floor
space saving of 98 percent.
2-G. Microfilming to preserve deteriorating
records. When records of permanent value are
found to be deteriorating or becoming brittle be-
cause of poor quality paper stock or fading be-
cause of the use of fugitive inks such as that used
in "ditto" or other "spirit" duplicators, microfilm-
ing may prove to be one of most economical meth-
ods of preserving the information contained in the
records. Permanent records which are becoming
badly mutiliated through constant use may also be
preserved on microfilm.
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CHAPTER 3
DISADVANTAGES OF MICROFILM
3-1. General. Microfilming has disadvantages
which must be taken into account whenever the
application of this technique to records is con-
sidered. The common disadvantages are-
a. Necessity for perfecting the arrangement of
files before filming.
b. Necessity to overcome photographic difficul-
ties caused by the physical characteristics of the
records.
c. Inability to conveniently interfile material
after filming if the film is kept in rolls.
d. Difficulties of utilizing microfilm records for
reference.
3-2. Perfecting arrangement of files. a. A cer-
tain amount of rearrangement is frequently neces-
sary when a paper file is microfilmed. This is
usually because variations in the standard pattern
of filing are not reflected in the finding media and
all the finding media in a paper file cannot be
transferred to microfilm without excessive index-
,; ing cost. The searcher normally has no way of
quickly recognizing deviations from the standard
filing pattern on microfilm. If a file contains
many special folders, then interfiling may be
necessary. In such cases a special target may also
be photographed at the beginning of the file sec-
tion calling attention to the fact that special fold-
ers will follow the general folders. When images
of the paper records are spread out on a ribbon
of microfilm in alphabetical, chronological, or
other sequence, searching of the film will be costly
where there are exceptions to the standard se-
quence. Such problems do not make the conversion
to microfilm impossible. They merely emphasize
the importance of advance planning and thorough
understanding at the operating level of this essen-
tial difference between paper and microfilm files.
b. One of the advantages of a file on microfilm
rolls is that once the records are in order they will
remain in order. The inability, however, to alter
the arrangement of the microfilmed records be-
comes adisadvantage when the paper records were
not in order before they were filmed. Changes can-
not be made economically after the paper records
have been destroyed. A file that does not have some
misfiled material or some peculiarity of file
arrangement will be found to be a rare exception.
It has been the experienced of all well-organized
microfilming projects that the handling of records,
paper-by-paper, will bring many errors to light.
In a large alphabetical file, for example, material
belonging under A will be found in the files from
B to Z. Since perfection rarely exists in a paper
file because of misfiling, failure to return with-
drawn material, and other factors which will con-
tinue as long as the file is in paper form, complete
perfection on microfilm is not normally essential.
It is usually not practical to perfect the files in
their entirety before microfilming is undertaken.
The degree to which the files should be perfected
will depend on the importance of the records and
the probable frequency of reference. Projects re-
quiring an extensive amount of rearrangement
or improvement will prove correspondingly
expensive.
3-3. Photographic difficulties. Wide variations
in physical characteristics, particularly in colors
of paper and amount of contrast between the
legend and the paper color, make the production
of good quality microfilm difficult. A good film
image normally can be produced when the amount
of exposure is adjusted accurately for each docu-
ment. However, when large numbers of documents
must be filmed each day the precise adjustment of
exposure for each document is not practicable. Fur-
ther, wrinkled and folded documents must be
smoothed and flattened and the filing sequence of
documents must be maintained. In view of the
many difficulties normally encountered, the micro-
filming of the typical file is far from an automatic
process of feeding papers through ahigh-speed
camera. Experience has shown that trained person-
nel and technically competent supervisors are re-
quired to produce quality microfilm.
3-4. Interfiling difficulties. Once a file has been
microfilmed, it is very difficult and costly to add,
in its normal sequence, material subsequently
recoived. If a chronological correspondence file is
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to be microfilmed, for example, the-files must be
cut off on a predetermined date and the microfilm
should not include material received subsequent to
that date. This creates difficulties with replies or
indorsements received after the cutoff date of the
basic communication. The usual solution to this
problem is to postpone microfilming until the files
are closed completely. An alternate method of soly-
ing this problem is to microfilm additional papers
on a supplemental reel and to cross-index to the
original film. This system, however, necessitates
reference to two or more film reels when informa-
tion from the file is required.
3-5. Reference difficulties. a, Comparative
searching time. The time required to find a record
on rolls of film may take longer than would be
required if the records were available in a paper
file. The basic reason for this is that once the file
drawer of paper records is opened, the search is
quickly localized by easily recognized file guides
and no more time is required to reach to the rear
than to the front of the drawer. On a microfilm
reel containing the equivalent of almost a drawer
of retards, the time required to hand wind the film
to the 75th foot will be three times as long as for
a record at the start of the reel. Conversely how-
ever, much travel time from the working area to
the files area can be saved by having on microfilm
reels the equivalent of many file cabinets in close
proximity to the searcher.
b. Comparing documents. Comparing docu-
ments on a microfilm reader can become a difficult
19 July 1968
and time-consuming operation. The reason for this
difficulty is that th? image of one document dis-
appears from the reader screen when the film is
moved forward or backward to the photographic
image of another document. Unless the searcher's
memory is exceptionally good, a notation of the
data appearing on the first record will have to be
made before winding the film to the second docu-
ment. This is less convenient than having the
paper records side by side.
c. Fixed location o f viewers. The fixed location
of viewers is another disadvantage which must be
considered. When records have been miccofilmed,
the user must go to the microfilm reader. The
number of readers must be sufficient for the peak
use of the records. Two searchers cannot refer
simultaneously to two files on the same reel of
film. The only way to prevent this disadvantage is
to refrain from microfilming records requiring
frequent references at scattered locations.
3-6. Balancing advantages and disadvantages.
The above disadvantages are listed in detail, not
to discourage the use of microfilm, but to fore-
warn the prospective_user of the inherent problems
encountered in many files. Against these disad-
vantages must be balanced the known economy of
space and physical convenience of compact files
preserved on microfilm. The more permanent the
paper file, the more costly it is to the Army to pre-
serve, and for relatively inactive files some in-
convenience to the user may be more than offset
by savings in maintenance costs.
Approved For Release 2002/05/08 :CIA-RDP75-001638000100060057-0
 19 July 1968
Approved For Release 2002/05/08 :CIA-RDP75-00163R000100,~B~0
CIIAPTER 4
RESPONSIBILITIES
4-1. General. This chapter establishes the respon-
sibilities of officials of the Department of the Army
for microfilming.
4-2. The Adjutant General. The Adjutant Gen-
eral is responsible for-
a. Formulating the policy for and the staff di-
rection of microfilming management in the De-
partment of the Army.
b. The supervision, centralized control, and final
approval of all class "A" projects and assignment
of project contral numbers thereto.
c. The conduct of all negotiations with the Ar-
chivist of the United States, The Comptroller
General, and the heads of other Government agen-
cies as required by law, Executive Order, or
regulation.
d. Determining the technical feasibility, the ad-
ministrative desirability, and the economical
soundness of proposed class "A" microfilming
projects.
e. The continuing review of approved class "A"
~~ projects to assure their operation in an efficient
and economical manner and to insure compliance
with statutory requirements for microfilmed
records.
f. The responsibilities defined in paragraph 4-3
for the installations and activities under his rec-
ords management supervision.
4-3. Officials responsible for microfilming. a.
Officials responsible for the supervision of records
management are also responsible for the following
actions concerning microfilming
(1) Initiation of microfilm project proposals
within their assigned jurisdiction.
(2) Review and thorough, evaluation of pro-
, posed class "A" microfilm projects submitted to
them.
(3) Submission of proposed class "A" micro-
film projects to The Adjutant General, ATTN:
AGAR.
Approved For Release 2002/05/08 :CIA-RDP75-001638000100060057-0
(4) Review and final approval of proposed
class "B" microfilm projects submitted to them and
assignment of control numbers thereto.
(5) Notifying the activity concerned of the
final approval or disapproval of proposed micx?o-
film projects.
b. Additional administrative responsibilities
are prescribed in paragraph 4-4.
4-4. Collective responsibilities. The responsible
officials identified in paragraphs 4-2 and 4-3 ex-
ercising records management supervision over the
proposing or operating agency are responsible
for-
a. Funds and personnel. Insuring that agencies
proposing microfilming projects budget and pro-
vide funds for the cost of microfilming and related
equipment, supplies, film, and paper and insuring
that personnel required to operate the project are
available. A statement on the availability of funds
and personnel will be incorporated in the applica-
tion for approval of a project.
b. Project planning. To enable the program-
ming of proposed microfilming projects prior to
the time for submitting budget estimates, plans
for proposed projects will be completed and sub-
mitted in accordance with procedures set forth in
paragraph 5-1.
c. Designation of a micro~lminq project moni-
tor. A laiowledgeable and competent individual
will be designated to direct the planning and co-
ordination of each proposed class "A" microfilm-
ing project and to investigate its technical
feasibility and economic soundness. This person
will be sufficiently conversant with microfilming
techniques and the capabilities of modern equip-
ment to insure the production of quality microfilm
after the project is in operation.
d. Training of personnel. Because of the high
cost and difficulty of correcting errors on micro-
film, adequate training of personnel is essential.
The sources of training material are the instruc-
 AA~1~~9~d For Release 2002/05/08 :CIA-RDP75-001638000100060057-0
tions in the o eration f th
o
19 July 1968
p
e cameras and readers GSA Regional O,~ces, Addresses, and Area Served
miven b the vend '
o
b y
r s representative; TM 12-257;
and demonstrations by the supervisor or, when
practicable, by representatives of the responsible
headquarters.
e. Utilization of equipment and supplies. Action
will be taken to assure that microfilming equip-
ment is utilized to the fullest extent and that
stocked quantities of perishable items are kept at
a level not exceeding operating needs.
f. li'eports. Obtaining such reports as may be
necessary for proper supervision and continuing
evaluation of projects on a cost and efficiency basis
from agencies operating class "A" or class "B"
projects when required.
g.l~equirements. The submission of require-
ments will be governed by the procedures set forth
in paragraph 5--4.
~5. Microfilming service on a reimbursable
basis. The General Services Administration pro-
vides amicrofilming service which includes pre-
paring, indexing, and filming records; inspecting
film; and labeling film containers. Department of
the Army agencies are encouraged to avail them-
Region Address Area served
number
1 Post Of&ce and Court-
house
Boston, Masa. 02109
2 30 Church Street
New York, N. Y.
10007
3 Center Manager
Washington National
Records Center,
GSA
Washington, D.C.
20409
4 1776-Peachtree St.
N.w.
Atlanta, Ga. 30309
5 219 Dearborn St.
Chicago, Ill. 60604
selves of this service and those desiring to do so 7
should contact the appropriate GSA Regional Di-
rector listed below. Preliminary discussions with
GSA personnel for the purpose of obtaining ad-
vice, cost estimates, and other pertinent informa-
tion is authorized. However, actual microfilming
operations will be undertaken only AFTER ob-
taining approval for the proposed microfilming in
accordance with chapter 5, and provided that funds
are available as required in paragraph 4-4. The
address and area served by each GSA office are
listed below.
Road
Kanaas City, Mo.
64131
819 Taylor Street
Fort Worth, Tex.
76102
Building 41
Denver Federal
Center
Denver, Colo. 80225
49 Fourth Street
Maine, Vermont, New
Hampshire, Massa-
chusetts, Connecticut,
Rhode Island.
New York, New Jersey,
Pennsylvania, Dela-
ware, Puerto Rico,
Virgin Islands.
District of Columbia,
Maryland, West Vir-
ginia, Virginia.
North Carolina, South
Carolina, Tennessee,
Mississippi, Alabama,
Georgia, Florida.
Kentucky, Illinois, Wis-
consin, Michigan, Ohio,
Indiana.
Missouri, Kansas, North
Dakota, South Dakota,
Minnesota, Iowa,
Nebraska.
Texas, Arkansas,
Louisiana, Oklahoma.
Colorado, Utah,
Wyoming, New
Mexico, Arizona.
California, Nevada,
Hawaii, Philippines.
San Francisco, Calif.
94103
6125 Sand Point Way Washington, Oregon,
Seattle, Wash. 98115 Montana, Idaho,
Alaska.
Approved For Release 2002/05/08 :CIA-RDP75-001638000100060057-0
 19 July 1968
Approved For Release 2002/05/08 :CIA-RDP75-001638000100060057-0
AR 340-22
CHAPTER 5
ADMINISTRATIVE PROCEDURES
5--1. Planning and establishing a project. a.
General. The planning of microfilming projects
will be untertaken only after consideration has
been given to the several factors discussed in this
regulation. Elements of the Department of the
Army proposing class "A" microfilming projects
will submit their plans and estimated require-
ments for microfilming equipment and supplies
to the responsible headquarters at least 6 months
in advance of the fiscal year in which operation of
the project will begin. Class "B" projects will be
planned similarly and submitted at least 5 months
in advance of the fiscal year in which operation
of the project will begin. If favorably considered
and funds and personnel are available (para 4-4),
the responsible headquarters will forward class
"A" project proposals to The Adjutant General,
ATTN :AGAR, Department of the Army, Wash-
ington, D.C. 20315, for final determination. Class
"A" project operations will not be initiated until
the project has been approved by The Adjutant
General.
b. flpplication for project approval. Each class
"A" microfilming project proposal will be pre-
pared on DA Form 1500 (Records Analysis Sheet
for Proposed Microfilming Project) (fig. 5-1) and
will be submitted in duplicate to The Adjutant
General, ATTN : AGAR, through the responsible
headquarters concerned. This form is available
through normal AG publications channels. Sepa-
rate sheets will be submitted for each file series.
The purpose of the records analysis sheet is to
provide commanders exercising supervision of
records management and The Adjutant General
with a clear statement of the primary purpose of
the proposed microfilming and sufficient data to
permit the evaluation of the project. For projects
involving the destruction of records, all the infor-
mation required by paragraph 5-3 will b? supplied
with the application for project approval. The
"Records Analysis Sheet for Proposed Microfilm-
ing Projects" should be used to the maximum
extent practicable far submitting class "B" project
proposals. The transmission of the records analysis
sheets is exempt from reports control under the
provisions of paragraph 39b, AR 335-15.
c. Notifccation of class "d" project approval.
If, after review of the data contained on the
records analysis sheet, it is determined that the
project is justified and funds are available to the
proponent element (para 4-4) The Adjutant Gen-
eral will approve the project and notify the re-
questing office of the approval through channels.
Final determination on a microfilming proposal
will be based on its primary purpose. The second-
ary purpose of a proposed project, if any, will be
given collateral consideration but will not be the
determining factor. Applications for projects in-
volving the microfilming and destruction of
permanent records will require approximately 120
days for processing if the Congress of the United
States is in session; if not in session final action
will be delayed pending the. reconvening of
Congress.
d. Project control. Each approved class "A"
project will be assigned a microfilming jab num-
ber by The Adjutant General and all communica-
tions relating to the project will contain a refer-
ence to this number.
e. S7~ipment and installation o f equipment. In
the continental United States microfilming equip-
ment is sometimes rented on a contract service
basis. All shipments of rented equipment will be
made in special containers furnished by the ven-
dor. All unpacking, initial installation, and re-
packing for return of rented equipment is the
responsibility of the vendor.
f. Forms and indexing devices. Forms, stand-
ard tragets, and indexing devices required for the
operation of approved microfilming projects are
discussed in chapter 1, section II, TM 12-257.
5-2. Samples and descriptive information re-
quired for disposal of paper records. a. Samples.
Representative samples of records proposed far
destruction after microfilming will be furnished
to The Adjutant General, ATTN: AGAR, with
the application for project approval. If the rec-
ords cannot be charged out of file for a minimum
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 Approved For Release 2002/05/08 :CIA-RDP75-001638000100060057-0 19 July 1968
AR 340-22
of 120 days, good quality reproduced copies may
be furnished in lieu of the sample records.
b. Descriptive information. Paper records rec-
ommended for destruction must be described in
such a manner as to avoid any misunderstanding
as to their identity and the disposition standard
should be cited. The physical characteristics of the
paper retards such as, correspondence, reports, or
tabulations will be given, followed by a further
breakdown. Correspondence files, for example,
may be described as incoming and outgoing, or
both, and as chronological files, program files,
policy files, etc. Reports will be identified by their
nature (such as statistical, narrative) by their con-
tent (such as progress, survey, inspection) and by
their frequency (such as daily, monthly, quarterly,
annually) .Engineering drawings and similar type
records will be identified specifically by the ma-
teriel to which they pertain. Files of this type also
will be identified as to their current status; for
example, engineering drawings may be active, in-
active, superseded, obsolete, or revised. Form rec-
ords will be identified by farm number and title
with an additional description of the purpose and
use of the form if the title is not self-explanatory.
If the number and titles of forms are subject to
frequent change, it is desirable to state simply the
transaction to which the forms relate. For example,
if records are identified as "Form 109, Requisition
for Supplies" and this farm is later replaced by
"Form 27, Request for Office Supplies," the term is
no longer applicable; but an item describing the
records as "Forms used for the requisitioning of
office supplies" would still be applicable. Physical
duplication will be indicated by specifying the
type of Dopy proposed for disposal; e.g., ribbon
copy, carbon copies, mimeographed copies. Con-
tent duplication will be indicated by specifying
the records that contain essentially the same infor-
mation as that contained in the records proposed
for disposal. The function served by the records
will be stated since this information is helpful in
determining if they are essential to the documenta-
tion of the function. Information will also be sup-
plied on the relationship of the records proposed
for disposal to other records that are kept. It is
very important to identify the records clearly and
to distinguish them from other records, however
similar.
c. additional information. Any additional in-
formation that will assist in making an appraisal
of the records will be provided. Statements justi-
fying disposal of items will be supplied to facili-
tate appraisal and expedite action.
5-3. Requirements for equipment. a. Microfilm-
ing equipment (as defined in para 1-3) required
for the operation of, or used in conjunction with,
approved projects will be authorized for procure-
ment (i.e., purchase or lease) by the responsible
official (para ~3). Such equipment, however, will
be funded for and will be obtained by the agency
operating the project.
b. An agency which does not have an approved
microfilming project may at times need microfilm-
ing equipment to read or otherwise use microfilm
received from outside sources. In such cases the
responsible official (para 4-3) will evaluate the
requirements of the requesting agency and, if the
requ?st is determined to be justified, may author-
ize the purchase or lease of the needed items
provided funds are available.
c. Requirements for unforeseeable emergency
projects will be filled only at the expense of other
approved projects under the control of the same
responsible headquarters. The responsible head-
quarters concerned will determine which approved
project will be deferred or canceled to meet emer-
gency needs.
d. Requisitions for microfilming supplies (para
1-3e) for use on or in conjunction with approved
projects will be submitted through normal supply
channels to the Commanding General, Defense
Gemeral Supply Center, Richmond, Va. 23212.
Each requisition submitted will contain a citation
of funds chargeable. Each requisition will also cite
the assigned project control number. All requisi-
tions will contain the complete shipping address,
the quantity and full description of items requisi-
tioned. Aminimum of 60 days will be allowed for
delivery.
e. Army-owned microfilming equipment and ex-
pendable supplies found to be excess during the
operation of a project, or no longer required upon
completion of a project, will be reported in accord-
ance with the AR 755-series on disposal of sup-
plies and equipment. An information copy of this
report will be furnished to the responsible
headquarters concerned, ATTN :Records Admin-
istrator.
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 19 July 1968
Approved For Release 2002/05/08 :CIA-RDP75-00163R000100~~0-~
f. Service and repairs to Government-awned
equipment will be obtained through normal main-
tenance channels with funds px^ovided by the using
agency.
5-4. Operating procedures. a. Standing operat-
ing procedures. The standing operating procedures
contained in TM 12-257 will be followed on class
"A" microfilming projects unless specific excep-
tion thereto is authorized by The Adjutant Gen-
eral. These procedures should also be followed to
the maximum extent practicable on class "B"
projects.
b. Special procedures. When procedures con-
tained in TM 12-257 require modification for op-
eration of a class "A" microfilming project, special
operating procedures will be prepared by the
agency operating the project and submitted for
approval through records management channels
to The Adjutant General.
5-5. Precautionary measures to be taken with
film. a. In producing microfilm, unnecessarily high
densities will not bo sought for the sake of appear-
ance; the density should only be adequate for the
intended purpose.
b. Film should be processed carefully and
washed thoroughly to eliminate residual chemi-
cals. All water droplets should be removed before
the film is dried. Also film should not be exposed
to dust, gases, or fumes of any kind not found in
normal clean air.
c. The use of paper, string, adhesive, or pres-
sure-sensitive tape and rubber bands to bind film
rolls will be avoided.
d. Archival (permanent) film should be stored
in sealed metal or plastic containers on metal or
plastic spools. Film will not be stored in cardboard
boxes. Such boxes contain resins that generate
peroxide which may cause film to develop un-
desirable aging blemishes where temperature and
humidity are uncontrolled.
e. Film should not be stored in areas of high
temperature (above 70?F.) and high humidity (40
percent or more) .
f. Film should be handled carefully to prevent
fingerprints, scratches, and tears and handled only
in clean and dust free areas.
g. Film should be inspected periodically, at
least every 2 years, for possible deterioration
effects. If blemishes or other defects are found,
Approved For Release 2002/05/08 :CIA-RDP75-001638000100060057-0
consideration should be given to producing a new
negative to replace the damaged film.
h. When special security measures are justified
to prevent any possible loss of information,. con-
sideration should be given to retaining a duplicate
film copy (positive, diazo, or kalvar) in addition
to the permanent negative. The copy should be
used for reference purposes instead of the original
negative.
5-6. Administration of approved class "A"
projects. The Adjutant General will review ap-
proved class "A" projects as follows:
a. Sample reels. A sample reel of film will be
submitted to Tha Adjutant General, ATTN:
AGAR, immediately after the start of each class
"A" project and as often thereafter as may be
required by The Adjutant General. -This sample
reel of film will be accompanied by a statement
from the custodian of the records that the micro-
photographswill meet the legal and administrative
uses of his office. Through the examination of such
sample reels The Adjutant General determines the
adequacy of the indexing and arrangement of the
records on microfilm, the degree of compliance
with standing or special operating procedures, the
quality of the photographic film images, and the
amount of residual hypo on the processed film.
b. Subsequent samples. For microfilming proj-
ects of a continuing nature, sample reels will be
required periodically for specific approval of ad-
ditional units of completed work. The frequency
of submission of sample teals will be established at
the time of project approval. Disposal authorisa-
tion 2vill be granted only for that portion of the
entire file being microfCLmed which is represented
b y tlae sample reels submitted for examination and
approval.
c. Retwrn of sample reels. All sample reels will
be returned to the custodian of the records after
review by The Adjutant General. Sample reels will
be returned approximately 60 days after receipt of
the film in Tha Adjutant General's Office.
d. Technical assistance. Upon request, Tha Ad-
jutant General will provide such technical assist-
ance as may be practicable.
5-7. Disposal of paper records. Records which
have been microfilmed will be destroyed or sal-
vaged only upon specific authorization of The
Adjutant General. Initial approval of a micro-
 Approved For Release 2002/05/08 :CIA-RDP75-001638000100060057-0
AR 340-22
1
filming project does not constitute authority to
dispose of the paper records. Authority to destroy
the records will be withheld when inspection of
the sample reels submitted reveals excessive resid-
ual hypo content; improper photographic expo-
sure; distorted or unreadable microfilm images;
or evidence that the integrity of the files has not
been maintained because of inadequate identifica-
tion, lack of proper indexing, or rearrangement
of papers in such a manner that their original
identity or usability is lost. Requests for disposal
authorization will specify, in terms of linear feet,
the quantity of paper records proposed for de-
struction. The volume of letter and legal size
material will be determined by straight linear
measurement. Ruantities of card records, maps,
9 July 1968
drawings, and other odd-size materials will be
measured in the same manner.
5-S. Disposal of microfilm produced on class
"A" projects. Records in microfilm form are sub-
ject to the same regulations which govern the dis-
posal of paper records. When the microfilm has
served the purposes of the office having custody of
the film records, disposal authorization will be
requested from The Adjutant General, ATTN:
AGAR. The microfilming job number will be cited
to assist in proper identification of the records.
The quantity and size (16-mm or 35-mm) of the
film reels will be indicated. Instructions regard-
ing the mutilation of-the film before disposal will
be furnished at the time disposal authorization is
granted.
Approved For Release 2002/05/08 :CIA-RDP75-001638000100060057-0
 19 July 1968
Approved For Release 2002/05/08 :CIA-RDP75-00163R0001000~~0~2
RECORDS ANALYSIS SHEET FOR PROPDSED MICROFILMING PROJECTS
For useoi this form, see AR 340.22: the proponent egenrq Is The Adjutant General's Oi(ics.
TMRUt Commanding General
Fifth US Army
FROMr (Full name. and addrera m/ office or ecfl vify propaeing project)
,
Ft. Sheridan IL 60037
Office of Fictitious Affairs
Engineering Division
Room 1224, Union Trust Building
ATTN: Records Administrator
Peori&~ IL 61611
TOf The AdJutant Geaerai, ATTN: AGAR-P
Depertme nt of the Army
Washington, D. C. 20315
A,
I,~ PERIOD COVERED DY THESE RECORDS
FROM 1 January 1961 TNRU '~1 December 1965
2, DESCRIPTION OF RECORDS AND aECURITY CLASSIFICATION
Consolidated notices of engineering changes, discontinued automotive equipment
-
DA Forms 123+ and 567A? Security classification: CONFIDENTIAL.
3, LOCATION~AND CUSTODIAN OF RECORDS
Office of Fictitious Affairs, Engr Div, Drawings..Branch, Prints Section, Room 53,
Union, Trust Bldg, Peoria, TL 61611, Custodian: LTC R. H. Lang
B.
4. INDICATE ORDER OP IMPORTANCE BY i, 2, a, ETC., IN SQUARES BELOW. (lndt cola primary purpose by f.)
TO SAVE LABOR
rr~~--~~ DISPOSAL (TO reduce PRESERVATION OP qND TIME IN _ TO PRODUCE OTNER
Q SECURITY L,W coat of apace or equip- Q DETERIORATING ~ REPETITIVE L] FILM OR !~ (Desert ba
y
a
moot) AECORDa OPERATIONS PAPER COPIES below)
u
O
_
5, INDICATE BELOW E%ACT NATURE OF PRIMARY PURPOSE, IF ABOVE DESCRIPTION IS NOT ADEQUATE. (A/ao indicate propuemd disposition o! paper recordr m(ter fllmin8? /i
r cords orv fn be dlelrosad o! cite eafablimhed dlapomel aufhoNfy, appropriate regulation end peresraph number.)
e
a. To avoid transportation charges and possible loss or disarrangement of records
incidental to moving from present location which must be vacated within $ mos.
d
b. To avoid possible loss of records due to fading of spirit duplicating ink.
c. Records"will be destroyed after microfilming has been accomplished. Governing
directive: Par 65f, AR 123-3~+5
C.
6. DESCRIBE BRIEFLY ADMINISTRATIVE, HISTORICAL Oft LEGAL USES OF RECORDS
These records are the consolidations of directives to manufacturing facilities for
alsdiscontinued items of automotive equipmlent. Since they contain basic infor-
mation as to usage, authority and reasons for change, this will be an important
o
file far research and development purposes.
7. NUMBER OF YEARS RECORDS MUST
9. NUMBER OF REFERENCES PER
MONTH
g, TYPE OF FILES
BE.RETAINEO
Perm
/~
~~/-75
,y,
il>v NO FUTURIE ENTER FILING d ADO T ONS EXPECTED
0.
te, PRESENT ARRANGEMENT
By drawing and revision number. s-
~
a
0
?~~~~
p
11, IF REARRANGEMENT IS NECESSARY, DESCRIBE FULLY PROPOSED METHOD BELOW
f
No rearrangement necessary. Records will be microfilmed 3n the order they are
presently maintained.
SUNVEV MADE BY (Noma and Oete)
SURVEY ANO REQUEST APPROVED BY
7 Aug 1968 S . D . Pinkham
? ~ ~~"
R . H . Lang, LTC, CE
DO NOT USE Ti!!S SPACE
Approved for the Adlutant General by
cusroDlAn?s SIGNATURE
~
Chief, Engineering Division, OFA
SIGNATURE
TITLE
TYPED TITLE
Approved For Release 2002/05/08 :CIA-RDP75-001638000100060057-0
 Approved For Release 2002/05/08 :CIA-RDP75-001638000100060057-0
AR 340-22
19 July 1968
E.
12512E OF PAPER
UNIPORM
VARIES X
MA%IMUM a12E 12 % INCHES
MINIMVM SIZE % INCHES
fi. PAPER STOCK
UNIFORM V
Jf
VAR~IS
NO
1a3UE
MIMEO
CAR
PHOTOSTATS
P110TOGRAPH
OTHER (SpeclJy in 17 below)
14. PAPER COLOR
VNIFORM
VARIES V
?f~
HIT V
f~
YELLOW
BLU
GR
PINK
HE Y
OTHER (Specify in J78ciow)
ti LEGEND
ORIGINAL
CARBON
IHK
PENCIL
DITTO V
A
OTHER(SpacilyM l7 bo(ow
ONE SIDE ONLY
PERCENT
z
BOTH 91 r)ES
U
~
1a,FASTENERS
PRONG
CLIPS
PINS
OMPRESSOR
ASTE
STITCH TAPLES V
fL
FREQUENT
p~
g
RARE NON J76Hefo Try In
J7 f
17. OTHER FACTORS WHICH MAY APFCCT MICROFILMING C09TS
Also "light salmon" paper stock.
a
Uniformity of card stock and presently readable ditto legend should result?in a low
cost project.
f.
IB, EOYIIPMENT NOW OCCUPIED BY RECORDS
19. COST OF SPACE OCCUPIED BY RECORDS
20. VOLUME AND GROWTH
FILE CABINET
TRANSFER CASE
7Dr Unlf)
SAFE FILE
OTHER (Specify Jn T!
below)
RENTED
GOVERNMENT
WNE
tp~p P
IXEAN'EW
LINEAR FEET
X
_
Sq FT
OCCUPIED
PRESENT VOLUME
OF RECORDS
50
U
LETTER X LEGAL 4 DRAWERS 3 DRAWERB X A PER Sq F
ST 3 . So
M
T
RATE Oi GROWTN
STEEL WOOD FIBER FF BEgBDARD f
PER MONTH
Il
l
~
~
peci
y In
T
r ~
TOTAL r
x (L